60.25_PERMS.htm
Posted in:PERSONNEL
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POLICY
Administrative units are to use the Personnel/Position/Payroll Electronic
Routing Management System (PERMS) to authorize personnel actions and
communicate employment status to Human Resource Services, Payroll Services, and
other central offices. PERMS transactions do not establish or alter employees'
position descriptions or contracts with the employer, Washington State
University. Departments are responsible for ensuring that the information
entered into PERMS matches employees' position descriptions and employment
contracts.
PERMS is used to perform actions for faculty, adjunct faculty, administrative
professional employees, civil service employees, graduate assistants, and
employees covered by collective bargaining unit agreements.
For purposes of this section, civil service and collective bargaining unit
employees are referred to as classified employees.
PROCEDURES OVERVIEW
This section provides the following procedures regarding use of the PERMS
to process personnel actions.
- General instructions (see below)
- Entry of key field data in Campus Community (see below)
- Instructions for completing specific fields:
Employee select/search fields (see below)
Employee add/change fields (see below)
Appointment add/change fields (see below)
- Approvals and routing instructions (see below)
- Manual processing of personnel actions (see below)
PERMS User Manual
For more detailed instructions, see the PERMS User Manual, available on the
PERMS website at:
https://webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx
Temporary Employees
Use the Temporary Employment System (TEMPS) and procedures to authorize
personnel transactions for faculty timecard and other temporary (hourly)
employees. See 60.26, 60.27, and 60.42.
Nonservice
Use a Nonservice Pay Authorization to process nonservice pay or compensation. See 30.30.
GENERAL INSTRUCTIONS
Confidential Information
PERMS includes confidential information (e.g., social security number).
Use discretion in all phases of processing, including the retention and
disposal of any printouts. See 90.01
for confidential records disposal instructions.
Deadlines
Comply with the deadlines on the Payroll Documents Schedule. See 55.04.
Allow Human Resource Services and other processing offices as much extra
time as possible, especially during periods of peak activity, i.e., the
beginning of each semester and summer session.
Approval and Training
To access, enter, and approve information in the PERMS system, employees
must attend training and obtain approval from the department chair or
director and Human Resource Services (HRS) on a PERMS Access Request form.
No training is required for approval only of personnel actions; however
completion of a PERMS Access Request form is still required. Contact HRS
for more information.
Accessing PERMS
To access PERMS, go to:
http://hrs.wsu.edu
Select Resources, then
Select Access to HR Systems
or go to the PERMS log-in webpage at:
https://webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx
Sign in with Network ID and password.
Enter all pertinent information as prompted at each screen.
Corrections
The department must submit corrections made to previously-approved PERMS
transactions through the approval routing process. See below.
NOTE: An error on a PERMS transaction does not alter a contractual
arrangement between an employee and the University. The department must
promptly correct any error discovered in a PERMS transaction.
Information Sources
Obtain employee information from the candidate's application, the employee's
previous PERMS transactions, Personnel Action Forms, Payroll Expenditure
Audit Reports, Position Actions, the online DEPPS Administrative Information
Services (AIS) application, or directly from the employee.
Codes
Several fields require coded input. To view codes, refer to the dropdown
code menus available through PERMS.
Graduate Assistants
Contact the Graduate School to confirm the appropriate title code for a
graduate assistant position. Waivers which are applicable to some graduate
assistant positions vary based upon the assigned title codes. (See below.)
Dates
Record dates using one of the following methods:
- Enter number for month, day, and year with dashes (MM-DD-YY), i.e.,
05-22-09 for May 22, 2009;
- Enter number for month, day, and year without dashes (MMDDYYYY), i.e.,
05222009 for May 22, 2009; or
- Select the date from the dropdown calendar.
Campus Community
Campus Community is the core information module within the student and
personnel information system (zzusis) where all person and external organization
records are created, stored, and accessed. Campus Community is accessed
through the zzusis portal at:
https://portal.wsu.edu/
KEY FIELDS (CAMPUS COMMUNITY)
To create an initial employee record and/or appointment in PERMS, the
department first creates a person record in Campus Community. In order for
critical biographical data to flow correctly into the Administrative Information
Services (AIS) system, the department must enter the following data
elements into Campus Community:
- First and last name,
- Mailing address,
- Social security number,
- Gender,
- Date of birth, and
- Immigration status (non-U.S. citizens only).
NOTE: If data is missing or an error is made in any of these fields, the
department must first enter the data or correct the error in Campus Community
before PERMS allows creation or completion of the employee record and/or
appointment.
For detailed instructions for all fields in Campus Community, refer to the
zzusis Training section within the portal at:
https://portal.wsu.edu/
Select Main Menu, then
Select zzusis Training-->Campus Community.
Social Security Number or WSU ID Number
Payroll must have a social security number on file in order to issue a
salary payment. (See also below regarding verification of citizenship status.)
Campus Community assigns a WSU ID number when a new employee is appointed,
if a number is not already designated for the individual.
Obtaining Social Security Number
For a new employee, obtain the social security number from the employee's
social security card.
If a new employee is unable to provide a social security number (SSN),
direct the employee to the local Social Security Office. The employee is to
request a receipt to show that he or she has applied for a social security
card and number.
Changes to SSN
To add or correct a social security number, the employee takes her or his
social security card to the Payroll Services office, French Administration 236,
or submits a legible copy of the card to Payroll Services by interdepartmental
mail; mail code 1024. The name and social security number on the copy must be
readable. See also 55.05.
WSU ID Number
For current employees, obtain the WSU ID number from a previous PERMS
transaction, DEPPS, Personnel Action Form, Payroll Expenditure Audit Report,
or other document in the employee's personnel file.
Name
For new employees, enter the employee's full name using coding conventions
found in 90.75.
For current employees, enter the full name: last name, first name, and middle
name. Do not enter nicknames.
Name Changes
For name changes, direct employees to Payroll Services, French Administration
236. See 90.75.
Gender and Date of Birth
The department enters the employee's gender and date of birth for initial
employment transactions only. Completion of the gender and date of birth
fields is required.
Explanation
Enter month, day and year (MM-DD-YY or MMDDYYYY), e.g., 12-31-65 or 12311965,
or select the date from the dropdown calendar.
Corrections
Correct a birth date by routing a memorandum to Payroll Services with a
copy of a legal document showing proof of date of birth.
Immigration Status
Complete this field for initial employment PERMS transactions for non-U.S.
citizens. For changes to immigration status, the Office of International
Students and Scholar Services submits the applicable documents to HRS.
Explanation
Enter a U.S. Citizenship and Immigration Services Code (USCIS Code). See
the code listing in 60.05.
Employees who are aliens inform the employing department and Payroll
Services of their immigration status when appointed and of any subsequent
changes to that status.
Refer to 60.05 for
definitions of USCIS codes. NOTE: Since DEPPS limits the number of characters
for immigration codes to two characters, the immigration codes as available
in PERMS and DEPPS may appear different than the official USCIS codes.
PERMS FIELD INSTRUCTIONS
The following pages include detailed instructions for each changeable
field in PERMS.
Fields become available for changes based upon the assigned action. Refer
to the field instructions below, the applicable samples in the PDF version of
pages 60.25.6, 60.25.9, and 60.25.15, and the screen prompts in
PERMS for the type of employee and action involved.
Employee Select/Search
WSU ID or Social Security No.
Enter the WSU ID or social security number under either the
Appointment or the Employee Display screens or the Appointment
Add/Change/Route screen.
Employee Add/Change
Highest Education Level
To enter or change the employee's highest degree earned, select the description
from the Highest Education Level dropdown listing on the PERMS Add/Change
Employee Data screen that represents the employee's highest degree.
Enter the year the degree was awarded.
| Highest Education Level Choices: |
| No academic credential |
| Grade school |
| Some high school |
| High school diploma or equivalent |
| Trade certificate |
| Some college |
| Associate's degree |
| Bachelor's degree |
| Master's degree |
| Professional degree |
| Other doctorate (e.g., Dr. of Educ. or DVM) |
| Ph.D. |
Add or Correct Degree
To add or correct a degree:
- Select Employee Add/Change.
- Search for employee by using the WSU ID, SSN, Name Search, Position
Number, or Organization Number.
- Update the Highest Education Level by choosing from the dropdown
menu.
- Enter the year awarded under Yr Degr Awarded.
Previous WSU Service?
Complete this field for reappointment PERMS transactions only.
Explanation
Select Yes or Leave blank. Yes means that the
individual has previously held a WSU appointment, i.e., classified,
administrative professional, or faculty. A period of time must separate the
previous appointment from the current appointment.
If selecting Yes, PERMS sends an e-mail notification to HRS.
Not Previous WSU Service
Do not indicate that the employee has previous WSU service for promotions,
transfers, or other continuing employment.
Temporary (hourly) employment, graduate appointments, and adjunct
appointments are not considered previous WSU service in this context.
Previous State Service?
Complete this field for initial employment or reappointment PERMS
transactions only.
Explanation
Select Yes or Leave blank. Yes means that the employee
was employed by another state of Washington agency or institution of higher
education.
If selecting Yes, PERMS sends an e-mail notification to HRS.
HRS requests leave information from the former state employer and routes
copies of the response to the department. See 60.19.
Not Previous State Service
Temporary (hourly) employment, graduate assistantships, and adjunct
appointments are not considered previous Washington state service in this
context.
Veteran Status
Complete this field for initial employment or reappointment PERMS
transactions. NOTE: This field is not displayed after the initial employment
or reappointment PERMS transaction is submitted. The department must refer
any future changes in veteran status to the Office for Equal Opportunity.
Explanation
Select the Veteran Status from the dropdown menu on the Add/Change Employee
Data screen. (See below and the example in the PDF version of 60.25.6.)
| Veteran Status: |
| Disabled |
| Not indicated |
| Other protected veteran (includes recently separated and Armed Forces
Service Medal veteran) |
| Vietnam era veteran |
| Nonveteran |
U.S. Citizen
Complete this field for initial employment PERMS transactions.
NOTE: If the employee is not a U.S. citizen, select the Country of
Citizenship from the dropdown menu on the Add/Change Employee Data
screen. (See the example in the PDF version of 60.25.6.)
Country of Citizenship
Complete this field for initial employment PERMS transactions for
non-U.S. citizens. See 60.05.
Date I-9 Signed
PERMS displays the date the I-9 is signed or if an I-9 must be completed
PERMS displays "Not on File" in the field.
Reappointment
If an employee is reappointed three years after her or his previous hire
date and a new I-9 is required, PERMS displays the message, "IMPORTANTâI-9
Expired!"
If an employee is reappointed within three years of his or her original
hire date, PERMS displays the message, "IMPORTANTâReverification Required!"
Eligible for Employment
The I-9 form verifies employment eligibility as a U.S. citizen or a
work-authorized alien. See 60.04 and 60.05.
Explanation
Call HRS or query the DEPPS online application to see if a new I-9 must be
filed or if the I-9 on file requires updating or reverification. (To query
DEPPS enter QEMP on the command line, enter WSU ID number to view the
employee screen, and at the employee screen command line type I9.)
Appointment Add/Change
Home Department No.
This number represents the employee's home department. Personnel and
payroll record data is organized in the HEPPS and DEPPS Administrative
Information Systems (AIS) applications by home department. (See 85.33.)
Refer to the online application WSUORG to locate a unit's home department number. (See 10.05.)
The identified home department receives WSU correspondence and is
responsible for processing all departmental documentation regarding the
employee. If an employee has more than one employing department, identify
one department to serve as the home department.
Changes
To make changes to a home department designation, complete the following
steps. (Refer to the example screen in the PDF version of 60.25.9.)
- Select Appointment Add/Change/Route.
- Search for employee using the WSU ID, SSN, or Name
Search; then enter a date in the Select Appointment From field
and click the Select button.
- Enter the effective date of the required change in the Date field.
Type or select the effective date from dropdown calendar; then click
the Add New button.
- Select the Change button. This opens the Home Department
and Work Location fields.
- Enter the required change(s); then select Continue.
NOTE: If a change to the Home Department is the only change in the
PERMS transaction, the department preparer is not required to route the
transaction for approval.
Work Location
Complete this field when an employee changes work location. (See the
example screen in the PDF version of 60.25.9.)
Changes
To make changes to the assigned work location:
- Select Appointment Add/Change/Route.
- Search for employee using the WSU ID, SSN, or Name
Search; then enter a date in the Select Appointment From field
and click the Select button.
- Enter the effective date of the required change in the Date field.
Type or select the effective date from dropdown calendar; then click
the Add New button.
- Select the Change button. This opens the Home Department
and Work Location fields.
- Enter the applicable location code(s) from the list below, or
Select the map. This opens a dropdown menu of location code choices.
- Enter or select the applicable change(s); then select Continue.
NOTE: If a change to the employee's work location is the only change in
the PERMS transaction, the department preparer is not required to route the
transaction for approval.
Location Code
Select the code from the dropdown menu for the location (unit, campus) where
the employee works the majority of his or her day.
| Location |
Code |
| Adams County, WSU Extension |
ADA |
| Asotin County, WSU Extension |
ASO |
| Benton-Kennewick County, WSU Extension |
BEK |
| Benton-Prosser County, WSU Extension |
BEP |
| Buckley-WSU Dairy |
BUC |
| Centralia |
CEN |
| Chehalis Indian Reservation |
CIR |
| Chelan County, WSU Extension |
CHE |
| Clallam County, WSU Extension |
CLA |
| Clark County, WSU Extension |
CLR |
| College of Nursing--Spokane |
ICS |
| College of Nursing--Yakima |
ICY |
| Colockum-Ag Multiple Use Res. Center |
CLK |
| Columbia County, WSU Extension |
COL |
| Colville Indian Res. |
CVL |
| Cowlitz County, WSU Extension |
COW |
| Douglas County, WSU Extension |
DOU |
| Environmental Protection Agency--Seattle |
EPA |
| Ferry County, WSU Extension |
FER |
| Franklin County, WSU Extension |
FRA |
| Garfield County, WSU Extension |
GAR |
| Grant County, WSU Extension |
GRN |
| Grays Harbor County, WSU Extension |
GRY |
| Grays Harbor County West, WSU Extension |
GRW |
| Hotel and Restaurant Administration, Seattle |
SRA |
| Island County, WSU Extension |
ISL |
| Jefferson County, WSU Extension |
JEF |
| King County |
KNG |
| King County, WSU Extension |
KIN |
| Kitsap County, WSU Extension |
KIT |
| Kittitas County, WSU Extension |
KTT |
| Klickitat County, WSU Extension |
KLI |
| Lake Roosevelt Forum |
LRF |
| Lewis County, WSU Extension |
LEW |
| Lincoln County, WSU Extension |
LCN |
| Lind--Ag Dry Land Research |
LND |
| Mason County, WSU Extension |
MAS |
| Moses Lake--Small Business Development Center |
MLS |
| North Franklin School Dist. |
NFS |
| Okanogan County, WSU Extension |
OKA |
| Olympia |
OLY |
| Othello--Potato Research Center |
OTH |
| Othello School Dist. |
OSD |
| Out-of-Country |
OOC |
| Out-of-State |
OOS |
| Pacific County, WSU Extension |
PCF |
| Pend Orielle County, WSU Extension |
PEN |
| Pierce County, WSU Extension |
PIE |
| Port Angeles Conf. and Institutes |
PRT |
| Port Townsend |
PTN |
| Puyallup Conf. and Institutes |
PCI |
| Royal Slope--Tree Fruit Research |
ROY |
| San Juan County, WSU Extension |
SAN |
| Seattle SBDC |
SBD |
| SIRTI--Spokane |
SIT |
| Skagit County, WSU Extension |
SGT |
| Skamania County, WSU Extension |
SKA |
| Snohomish County, WSU Extension |
SNO |
| Spokane County, WSU Extension |
SPN |
| Stevens County, WSU Extension |
STE |
| St. Joseph's Hospital, Tacoma |
SJH |
| Tacoma Public Schools |
TPS |
| Tacoma SBDC |
TBD |
| Thurston County, WSU Extension |
THU |
| University of Idaho |
UOI |
| University of Washington |
UOW |
| USDA Yakima |
UYA |
| Wahkiakum County, WSU Extension |
WKK |
| Walla Walla County, WSU Extension |
WAL |
| Wenatchee Nursing |
WNR |
| Wenatchee Valley CC |
WVC |
| Whatcom County |
WCW |
| Whatcom County, WSU Extension |
WTC |
| Whitcom |
WHM |
| Whitman County |
WHC |
| Whitman County, WSU Extension |
WHI |
| WSU Long Beach REU |
LOB |
| WSU Mt. Vernon REU |
MTV |
| WSU Pullman |
PUL |
| WSU Puyallup REC |
PUY |
| WSU Prosser IAREC |
PRO |
| WSU Spokane |
SPK |
| WSU Tri Cities |
TRI |
| WSU Vancouver |
VAN |
| WSU Vancouver REU |
VAC |
| WSU Wenatchee TFRC |
WEN |
| WSU West |
WSW |
| Yakima County, WSU Extension |
YAK |
If none of the above apply, contact HRS for instructions.
Tenure Considerations
Complete this field at the Employee Add/Change screen for initial
employment, change of appointment status, or reappointment PERMS transactions
for tenure-track faculty.
Area
Select the applicable area number from the dropdown menu.
| Tenure Area |
Number |
| Accounting and Business Law |
0705 |
| Animal Sciences |
0010 |
| Anthropology |
0514 |
| Apparel, Merchandising, Design and Textiles |
0109 |
| Architecture, School of |
0202 |
| Basic Medical Sciences |
0318 |
| Biological Sciences, School of |
0320 |
| Biological Systems Engineering |
0006 |
| Chemical Engineering |
0204 |
| Chemistry |
0308 |
| Civil and Environmental Engineering |
0206 |
| College of Nursing |
1302 |
| Communications |
0404 |
| Community and Rural Sociology |
0028
|
| Comparative Ethnic Studies |
0516 |
| Crop and Soil Sciences |
0008 |
| Economic Sciences, School of |
0004 |
| Education, College of |
0801
|
| Educational Leadership and Counseling Psychology |
0803 |
| Electrical Engineering and Computer Science |
0208 |
| Electron Microscopy |
0319 |
| English |
0402 |
| Entomology |
0024 |
| Environmental Science and Regional Planning |
1400 |
| Extension (Administration) |
0034 |
| Finance |
0702 |
| Fine Arts |
0406 |
| Food Science and Human Nutrition |
0019 |
| Foreign Languages and Cultures |
0408 |
| Geology |
0310 |
| History |
0502 |
| Horticulture and Landscape Architecture |
0016 |
| Hotel and Restaurant Administration |
0703 |
| Human Development |
0002 |
| Institute of Biological Chemistry |
0022 |
| Interior Design |
0111 |
| Kinesiology and Leisure Studies |
0804 |
| Libraries |
1202 |
| Management and Systems |
0706 |
| Marketing |
0708 |
| Mechanical and Materials Engineering |
0210 |
| Molecular Biosciences, School of |
0321 |
| Music and Theatre Arts |
0410 |
| Natural Resource Sciences |
0014 |
| Northeast District (Extension) |
0039 |
| Northwest District (Extension) |
0036 |
| Pharmacy, College of |
1002
|
| Philosophy |
0412 |
| Physics |
0314 |
| Plant Pathology |
0018 |
| Political Science |
0510 |
| Program in Health Sciences--Spokane |
0806
|
| Program in Professional Development--Spokane |
0709
|
| Psychology |
0506 |
| Pure and Applied Mathematics |
0312 |
| Sociology |
0512 |
| Southeast District (Extension) |
0041 |
| Southwest District (Extension) |
0037 |
| Speech |
0414 |
| Statistics |
0029 |
| Teaching and Learning |
0805 |
| Veterinary & Comp. Anatomy, Pharmacology & Physiology |
0612 |
| Veterinary Clinical Science |
0604 |
| Veterinary Microbiology and Pathology |
0610 |
| Veterinary Sciences (Veterinary Medicine) |
0030 |
| Women's Studies Program |
0520 |
| WSU Vancouver--School of Engineering and Computer Science (ENCS) |
5801 |
Ind. (Indicator)
Select one of the following codes from the dropdown menu:
| Tenure Status |
Code |
| Non-tenure-track position |
N |
| Tenure-track position |
P |
| Tenured |
T |
Year Awarded
Enter the academic year of possible tenure award for tenure track faculty.
Changes
Submit any corrections to tenure date or tenure unit by memorandum to the
Provost and Executive Vice President. The Provost and Executive Vice President
forwards approved changes to Human Resource Services. For more detailed instructions,
refer to the PERMS User Manual, available on the PERMS website at:
https://webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx
Employee Status
Complete this field for all PERMS transactions. Select the applicable status
description from the dropdown list.
Explanation
This space indicates the employee's employer/employee relationship with WSU.
Faculty and administrative professional employees initially hired with an
appointment end date are temporary.
All classified employees who have completed a probationary period are permanent;
probationary staff are temporary.
Graduate assistants are always temporary.
Time, Full/Part
PERMS automatically completes thisfield based upon the position
effort as indicated for the position in the online DEPPS and HEPPS
applications.
Explanation
PERMS does not include hourly or faculty time card appointments in the
total FTE.
Changes in percent of employment may also require a Position Action.
NOTE: Changes in percent of employment may also change the employee's
eligibility for benefits. Contact HRS to determine future eligibility.
Employee Type
PERMS automatically completes this field based on the indicated position
number.
Definitions
Definitions of employee types:
Faculty
Employees whose primary responsibilities include teaching, research or
public service or any combination of these, including librarians and
counselors are designated as faculty. Faculty includes academic faculty,
extension faculty, library faculty, and student affairs faculty. See also WSU Faculty Manual.
Administrative Professional
Employees defined as administrative professional are exempted from coverage of Title 357 of the
Washington Administrative Code (WAC) in accordance with the exemption criteria
in the Revised Code of Washington (RCW 41.06.070).
Classified Employees
Employees subject to the provisions of the state civil service law (RCW 41.06), Title 357 of the
Washington Administrative Code, and applicable collective bargaining unit
agreements.
Graduate Assistants
Matriculated students who are approved by the Graduate School and whose
primary employment responsibilities relate to teaching, research, and public
service.
Details regarding other types of assistants are located on the Graduate
School Assistantship Information website at:
http://www.gradschool.wsu.edu/CurrentStudents/Assistantships/
Direct questions to the Graduate School; telephone 335-6424.
Retirement and Retirement Supplementation
HRS prepares these PERMS transactions for retirements and retired WSU
employees who receive retirement supplementation.
Action Code / Type of Action
Complete this field for all PERMS transactions. (See the screen sample in
the PDF version of page 60.25.15.)
The action codes which become available are based upon the user's choice to
add, change, or end an appointment.
Explanation
Select the type of action from the Action Code dropdown menu.
Descriptions
Refer to the table below for action descriptions.
The descriptions are grouped by action type, e.g., add appointment, change
appointment, end appointment. Within each group, the descriptions are listed
in alphabetic order by action name.
Employee types are: faculty (F), administrative professional (AP),
classified employees (CS), and graduate assistants (G).
Add Appointment
| Name of Action Code |
Code |
Emp Type |
Description |
| Initial |
01 |
All |
Use this code for the individual's first WSU employment.
Check employment history for previous WSU service. If the individual has
previous WSU employment, the correct action is reappointment. Time card,
hourly, graduate, and adjunct appointments do not constitute previous WSU
employment in this context but note these appointments in Conditions
to avoid a duplication of records on the computer files. |
| Demotion--Disciplinary |
22 |
CS |
To change an employee from a position in one classification
to a position in a classification with a lower salary range maximum. This
action is a disciplinary action for cause as defined in WAC
357-40-010 |
| Demotion--In Lieu of Layoff |
23 |
CS |
To move an employee from one classification to a classification
with a lower salary range maximum. This must be based upon the employee's
acceptance of the option in lieu of layoff. |
| Demotion--Voluntary |
21 |
CS |
To move an employee from one classification to a classification
with a lower salary range maximum at the employee's request. |
| New Appointment |
25 |
All |
To add an appointment for an individual who is currently
employed by the University, e.g., adding a summer appointment. |
| Promotion |
03 |
F, AP, CS |
Use promotion to indicate the advancement of an employee
into a position with a higher salary range maximum for classified positions
or a higher rank for other positions. Indicate appropriate appointment status
for classified employees. |
| Reappointment |
11 |
All |
To appoint a former state employee following a break
in service (a separation of the employer/employee relationship with WSU)
NOTE: A PERMS transaction is not required for continuing a permanent academic
or classified cyclic-year appointment.
Also used if the employee has previously held an assistantship
with WSU and is reappointed to another assistantship.
|
| Renewal |
16 |
F, AP, G |
To renew a temporary appointment when there has been no
break in service. NOTE: The academic break is not considered a break in
service. |
| Retire/Rehire |
20 |
F, AP |
To employ a WSU retiree who retired on TIAA-CREF retirement
program. |
| Reversion |
24 |
F, AP, CS |
To revert a classified employee during her or his trial
service period or to revert an employee exempted from classified service. |
| Transfer |
15 |
CS |
For employee-initiated change from one position to another
within the same classification without a break in service or to a different
classification with the same salary range maximum. |
Change Appointment
| Name of Action Code |
Code |
Emp Type |
Description |
| Change |
25 |
All |
To add, delete, or correct data. Include an indication
of the type of change in Conditions or Comments. |
| Demotion--Disciplinary |
22 |
CS |
To change an employee from a position in one classification
to a position in a classification with a lower salary range maximum. This
action is a disciplinary action for cause as defined in WAC
357-40-010. |
| Demotion--In Lieu of Layoff |
23 |
CS |
To move an employee from one classification to a classification
with a lower salary range maximum. This must be based upon the employee's
acceptance of the option in lieu of layoff. |
| Demotion--Voluntary |
21 |
CS |
To move an employee from one classification to a classification
with a lower salary range maximum at the employee's request. |
| Leave-- Professional |
17 |
F, AP |
To process professional leave. The employee is expected
to return to WSU employment. Enter the expected return date in the indicated
field. |
| Leave--Return |
19 |
F, AP |
To reinstate an employee who has been on professional
leave. |
| Leave Without Pay |
18 |
All |
To process leave without pay. The employee is expected
to return to paid WSU employment. |
| Promotion/Tenure |
03 |
F, AP, CS |
Use promotion to indicate the advancement of an employee
into a position with a higher salary range maximum for classified positions
or a higher rank for other positions. Indicate appropriate appointment status
for classified employees |
| Reversion |
24 |
F, AP, CS |
To revert a classified employee during her or his trial
service period or to revert an employee exempted from classified service. |
| Temporary Upgrade/Return |
29 |
CS |
To temporarily upgrade an employee to a higher classification
or return the employee to his or her former classification after a period
of temporary upgrade. |
End Appointment
| Name of Action Code |
Code |
Emp Type |
Description |
| Abandonment of Position |
45 |
All |
To end an appointment due to the employee's abandonment
of her or his position. |
| Appointment Cancelled/Inactive |
64 |
All |
To cancel an appointment. Indicate the reason for the
cancellation in Conditions. |
| Change |
25 |
All |
To add, delete, or correct data. Include an indication
of the type of change in Conditions or Comments. |
| Death |
80 |
All |
To end an appointment due to the death of the employee. |
| Disability--Not Job-Related |
62 |
All |
To end an appointment due to a non-work-related disability
which prevents the employee from fulfilling the essential functions of
the position. |
| Disability Retirement |
65 |
All |
To process an employee's retirement from WSU employment
due to a disability which prevents the employee from fulfilling the essential
functions of the position. |
| Disability--Job-Connected |
61 |
All |
To end an appointment due to a work-related disability
which prevents the employee from fulfilling the essential functions of
the position. |
| Layoff--Lack of Funds |
51 |
CS |
To process layoff of the employee due to lack of funds. |
| Layoff--Lack of Work |
53 |
CS |
To process layoff of the employee due to lack of work. |
| Layoff--Reorganization |
52 |
CS |
To process layoff of the employee due to department
or University reorganization. |
| No I-9 |
69 |
All |
To end an appointment because the employee has not completed
an I-9 (Employment Eligibility Verification). |
| Not Reappointed |
23 |
F, AP |
To terminate employment because the employee is not
reappointed. |
| Position Number Change |
72 |
All |
To change a position number. |
| Rejection During Probation |
67 |
CS |
To end appointment of an employee during the six-month
probationary period. |
| Resignation |
40 |
All |
To process an employee's resignation from WSU employment. |
| Retirement |
30 |
All |
To process an employee's retirement from WSU employment. |
| Termination for Cause |
21 |
All |
To process termination of employment for cause. Indicate
the reason for termination in Conditions. |
| Termination of Student Status |
54 |
G |
To end an appointment due to termination of the employee's
student status. |
| Transfer |
71 |
All |
To end an appointment due to transfer of the employee
to another position within WSU. |
| Visa Not Extended |
44 |
All |
To end an appointment because the employee's visa period
is ended and no extension has been granted. |
| Work Authorization Expired |
55 |
All |
To end an appointment because the employee's work authorization
is expired. |
Separations
Separations of employment require PERMS transactions. All appointment-completed
separations require PERMS transactions, except appointment-completed
separations for graduate assistants.
From the Appointment Add/Change/Route screen, enter the separation
date, click Add New, and then select the appointment to end by
clicking End button. Choose the separation reason from the dropdown menu.
Repeat this process as needed to end additional appointments.
Enter all applicable statements in Conditions.
Forward a letter of resignation to HRS if the separation is a resignation.
At separation of employment, transfer the faculty, administrative
professional, or classified employee's time/leave records to Human Resource
Services.
Position No.
Complete this field for all PERMS transactions except adjunct faculty
appointments and separations.
Explanation
Enter the six-digit position number. NOTE: Enter "0" for an
adjunct appointment. Position Control does not assign appointment numbers to
adjunct appointments.
Teaching and staff assistants may be appointed to group position numbers.
Research assistants must be appointed to unique position numbers.
A Position Action form creates a position. See 58.01
and 58.02.
No appointment can be made unless the position exists.
Find the position number online in the Account Balances/Detail or DEPPS
computer applications. Position numbers are also included on the Payroll
Expenditure Audit Report. Contact the Budget Office if these sources are not
available.
Job Class Code
PERMS automatically completes this field based on the indicated position
number. For some employee types and actions this field is modifiable.
Classified Employees
PERMS automatically enters the Job Class Code from the current
position.
Graduate Assistants
PERMS automatically enters a Job Class Code based on the indicated
position number. To change the code, enter the Job Class Code shown
in the Graduate Appointment Processing memorandum, located on the Graduate
School Assistantship Information website at:
http://www.gradschool.wsu.edu/CurrentStudents/Assistantships/
Direct questions to the Graduate School; telephone 335-6424.
Faculty and Administrative Professional Employees
Obtain the correct code from a previous action, online DEPPS, or ask HRS;
telephone 335-4521.
Appt. Begin
PERMS automatically completes thisfield based on the effective date for
the new personnel action as indicated on the Appointment Add/Change/Route
screen.
For classified employees, the effective date is the day the employee begins
work.
Appt. End
Complete this field for all PERMS transactions.
Explanation
Enter the effective date in MM/DD/YYYY format for separations. The effective
date is the last day the employee is in paid status. Each separation must
be processed in PERMS.
Enter end dates in MM/DD/YYYY format for all temporary appointments or
select from the dropdown calendar.
Enter 12/31/9999 for permanent appointments.
Appt. Dept.
Complete this field for all PERMS transactions.
Explanation
Enter the department number associated with the appointing department. The
department number may be found on the Payroll Expenditure Audit Report,
online in WSUORG, or from HRS.
Overtime (OT) Status / Work Period
PERMS automatically completes thisfield based on the indicated position
number.
Any changes to the overtime status and/or work period of any appointment
must be made by changing the position. Contact HRS to make changes to overtime
status or work period designations.
Explanation
The overtime status or work period designation determines the employee's
eligibility for premium compensation for overtime hours.
See also 60.59
regarding overtime status.
Pay Basis
Complete this field for all PERMS transactions.
Code
Select the applicable code from the dropdown menu at the Appointment
Add/Change/Route screen. NOTE: The codes used for pay basis in PERMS match
the codes used in DEPPS.
| Pay Basis |
Code |
| Exception time reporting; most WSU employees |
E |
| Positive time reporting. See 55.26. |
P |
Appointment Type
PERMS automatically completes this field based on the indicated position
number.
Explanation
Select the type of appointment from the dropdown menu. NOTE: The codes
used for appointment type in PERMS match the codes used in DEPPS.
| Appointment Type |
Code |
| Normal |
Blank |
| Summer Session |
E |
| Summer Appointment |
H |
| Adjunct |
C |
Term
PERMS automatically completes thisfield based on the indicated
position number.
Any changes to the term of any appointment must be made by changing the
position. The department submits a completed Position Action form to make
such changes. See 58.02.
Appt. Status
Complete this field for all PERMS transactions. Select the applicable
appointment status code from the dropdown menu available on the Appointment
Add/Change/Route screen. NOTE: The codes used for appointment status in
PERMS match the codes used in DEPPS.
Codes
| Appointment Status |
Code |
| Permanent |
1 |
| Probationary |
2 |
| Trial Service |
3 |
| Transition Review Period |
4 |
| Temporary |
7 |
1 Permanent
A classified employee who has successfully completed a probationary or
trial service period within the current period of employment or a faculty
or administrative professional employee hired on a permanent basis.
2 Probationary (Classified Position)
The initial six or twelve months of employment following classified
appointment from an eligible list.
3 Trial Service (Classified Position)
The initial period of employment following promotion, demotion, intersystem
transfer, interinstitutional transfer, or elevation into a classification in
which the employee has not held permanent status. Trial service begins with
the effective date of change and continues for six or twelve months, dependent
upon classification. Refer to appropriate collective bargaining unit agreement
regarding trial service.
4 Transition Review Period (Classified Position)
The transition review period is a six-month evaluation period that allows
the employer and employee to determine whether a placement into a position as
a layoff option or appointment to a position from a layoff list is a good match. (WAC 357-01-340)
7 Temporary
Any appointment with an appointment end date.
Periodic Increment Date
PERMS calculates this date for classified employees. HRS enters any future
changes to the date in this field.
Salary Range and Step
Complete this field for PERMS transactions for classified employees and
graduate assistants as indicated below.
Classified Employees
For classified positions, enter the position number. PERMS automatically
completes the Salary Range field based on the indicated position number.
The range for classified positions is not modifiable.
See 60.29
to determine the appropriate step within the salary range. Enter the correct
step in the Step field.
Direct any questions to Human Resource Services.
Graduate Assistants
For graduate assistant positions, the department must enter the correct
salary range in this field.
For graduate assistants, use the information in the Graduate Assistantship
Processing memorandum and Assistantship Salary Grid located on the Graduate
School Assistantship Information website at:
http://www.gradschool.wsu.edu/CurrentStudents/Assistantships/
Direct questions to the Graduate School; telephone 335-6424.
Appt. %
Complete this field for all pay-affecting PERMS transactions.
Explanation
Enter the percent of full-time worked for each appointment, e.g., 100, 75,
50. Decimal points may be used for a fraction of a percent, e.g., 65.50.
FTE Less Than 100%
If the FTE is less than 100%, enter the actual monthly salary in
Conditions.
Full-Time Salary
Complete this field for all PERMS transactions except retire/rehire
faculty.
Faculty, Administrative Professional
Enter the full-time monthly base salary without stipends or ADRs
(Added Responsibility/Administrative Stipend) in this space. Enter the annual
salary actually paid the employee in Conditions.
Classified Employees
For classified positions, PERMS automatically completes the Full-Time
Salary field based on the indicated position number, salary range, and
step. See above regarding completing the Salary Range and Step
fields.
Summer Session
Use the PERMS summer session calculator to calculate and enter the FT
Rate. Salary calculation guidelines and worksheets are available on the
Summer Session Administrative website at:
http://www.summeradmin.wsu.edu/
Direct questions to Summer Session; telephone 335-2238.
Summer Appointment
Payment for a summer appointment is set at an agreed amount, which in no
case may exceed a monthly rate of one-ninth of the previous academic year
salary.
Stipends/ADRs/Differentials
Complete this field as applicable.
Stipends/ADRs (Faculty, APs)
To add a stipend or ADR, enter the amount in the Differential field.
PERMS automatically adds the stipend or ADR to the base salary (FT Rate)
and calculates the Pay Rate.
If the faculty or AP salary includes a stipend or ADR, show the amounts
for the stipend or ADR and the base salary in Conditions.
Differential (Classified Employees)
If the classified employee salary includes a differential, enter the
amount in the Differential field. Show the separate amounts for the
differential and the base salary in Conditions.
Leave Indicator
Not on Leave is the default leave indicator for an active appointment.
Leave Reason
Choose a leave reason from the dropdown menu. NOTE: This field is only
available when the action code 17 (Leave--Professional), 18 (Leave--Without Pay),
or 19 (Leave--Return) is selected from the Action Code dropdown menu. See above.
Leave Begin Date
Enter the beginning date of leave without pay (LWOP) or professional leave.
NOTE: This field is only available when the action code 17 (Leave--Professional),
18 (Leave--Without Pay), or 19 (Leave--Return) is selected from the Action
Code dropdown menu. See above.
Expected Return Date
Enter the expected date of return.
Conditions
Complete this field as necessary. Several commonly used conditions are
provided in dropdown menus based on employee type. Select as needed.
Condition of Employment
Enter anything not already specified which is a condition of employment;
such as, relocation expense, years credited toward tenure, or date PhD must
be awarded. The conditions of employment may be modified based on departmental
needs.
Absence During Breaks
Generally, faculty are expected to work during academic breaks. If the
faculty member is exempt from this requirement as a part of the employment
contract, so indicate in Conditions.
Retroactive Actions
Explain retroactive actions in detail in the comments section. The comments
section is available by selecting View Log.
Previous Service
Enter the name used during previous service if it is different from the
name currently used, dates of previous state or WSU service, and the name of
the Washington state agency in Conditions.
Actual Salary
Enter the actual salary for all graduate assistants.
Enter any differential type(s) and amount(s) or perquisites and designate
the position number associated with the differential.
If employment is less than full time, enter the amount of money the employee
will receive each month, "* Actual Salary: (amount)."
Actual salary could reflect a combination of circumstances. For example,
if a half time employee were also eligible for a differential, Conditions
would show "actual salary" as half of the figure in Full-Time
Rate plus the differential. Report each figure and show the basis of the
calculation.
For faculty and administrative professional employees, enter the yearly
salary.
Temporary Faculty Temporary APs
Select the following statement from the dropdown list in Conditions
on all PERMS transactions for temporary faculty and administrative professional
(AP) personnel.
"This is a temporary appointment which shall terminate on the date
specified and shall not be renewed unless positive action is taken to renew
your appointment."
Temporary Faculty and AP Appointments Eligible for Annual
Leave
Select the following statement from the dropdown list in Conditions
on all PERMS transactions for temporary faculty or temporary APs who are
eligible to earn annual leave. (See 60.56.)
"Accumulated annual leave must be used prior to the termination date
unless you obtain a written exception from the appointing authority."
Assistants
Select the following statement from the dropdown list in Conditions
on all PERMS transactions for graduate assistants.
"This appointment is conditional, subject to the maintenance of a 3.0
cumulative grade point average, satisfactory academic progress, and continued
regular enrollment in the Graduate School."
Assistant Requirements
For graduate assistants, add the appropriate statements regarding GPA,
residency, minimum credits, etc. as specified in the Graduate Appointment
Processing memorandum.
Residency Fee Waiver
For students who do not qualify for the resident operating fee waiver,
add "Does not qualify for resident operating fee waiver" under
Conditions.
Waiver of Nonresident Portion
If the nonresident portion of a graduate assistant's fees is waived, enter
the voucher number under Conditions.
Additional Waivers
NOTE: Contact the Graduate School regarding additional waivers which may
be applicable to specific graduate assistant appointments. Enter applicable
information regarding such waivers under Conditions.
English Exam
Teaching assistants whose native language is not English are required to
pass an English examination. Indicate the date the oral English exam was
passed under Conditions.
If the PERMS transaction is submitted prior to the exam,
include: "This appointment is contingent upon the student's satisfactorily
passing the language examination."
Comments
This section is used for explanations of actions or notes to other approvers.
These comments do not appear on the printed Personnel Action Form generated by
PERMS.
Separations (Appointment Completed)
Appointment-completed separations for temporary faculty or administrative
professional employees require PERMS transactions. Appointment-completed
separations for graduate assistants do not.
Appointing Authority
The department's appointing authority must approve any changes to an
employee's appointment in PERMS. See 60.10 for information
regarding appointing authority.
When more than appointing authority is involved, add the Network ID of
the additional person to the routing list on the Routing for Approvals
screen. Each appointing authority must select Approve under Routing
Action.
Employee Network IDs are often the user name portion of the employee's WSU
e-mail address, e.g., the portion before the @ symbol. Employee e-mail addresses
may be found in the WSU Electronic Phonebook at:
http://search.wsu.edu/
ROUTING PERMS TRANSACTIONS
When all edits are reviewed and accepted, select the Continue button
on the Appointment Add/Change/Route screen to save the PERMS transaction.
When PERMS indicates that a pending appointment is Waiting to Send,
the transaction has not been routed for approval.
To route a PERMS transaction for approval, select the red Routing
button on the pending appointment. Routing begins when Send for Approvals
is selected on the Routing for Approvals screen. Routing is based
upon employment type. To add additional approvers, add the Network ID of
each approver to the routing list.
Additional documentation may be required for the employment type, as
indicated below. For detailed instructions regarding routing, refer to the
PERMS User Manual, available on the PERMS website at:
https://webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx
New Faculty
When hiring new faculty, submit the offer letter and any letters of
recommendation received (see 60.11) to
HRS.
NOTE: The Provost's Office requires that the department submit four letters
of recommendation for new faculty who are hired with tenure or if tenure is
to be granted at the time of hire as part of the faculty member's contract with
WSU. The department must submit at least three letters of recommendation for
new faculty who are hired without tenure. See 60.11.
New Administrative Professionals
When hiring new administrative professional employees, submit a resume and
a copy of the offer letter to HRS.
Joint Appointments
When more than one college/area is involved with a given action, each
appointing authority is to approve the PERMS transaction.
Terminations
For terminations, submit the faculty, administrative professional, or
classified employee's original time/leave records to Human Resource Services,
mail code 1014.
Not Approved
If an appointing authority does not approve a PERMS transaction, he or
she selects the Notify Originator button. An e-mail message opens which
is prefilled with the employee's information and a link to the PERMS transaction.
The approver may add comments about the action. Upon receiving the notification,
the originator may modify the pending action or discard the action.
MANUAL PROCESSING
In unusual situations, a department may be unable to submit a personnel
action through PERMS. In such a case, HRS may advise the department to
submit a signed paper Personnel Action form to request the action.
Departments may obtain forms in the following versions:
- PDF version Personnel Action form. Complete and/or print the PDF master
on 60.25.28.
- Automated template Personnel Action form from the Procedures, Records,
and Forms FileMaker forms website at:
http://public.wsu.edu/~forms/fm.html
Contact HRS for further information.
See the PDF form:
60.25.28: Personnel Action Form
Complete and/or print as needed